Finance Minutes 25th September 2007
Minutes of a meeting of the FINANCE AND GENERAL PURPOSES COMMITTEE held in the Council Chamber, Drake Road, Tavistock on TUESDAY the 25th day of SEPTEMBER 2007 at 7.45 p.m.
Present:
Cllr Mrs J Ramsey - Chair
Cllr Mrs M Govier - Chair Properties
Cllr M Harper
Cllr I C Jennings
Cllr Mrs A Johnson - Town Mayor
Cllr Mrs J Metcalf
Cllr R Pike Dep - Town Mayor
Cllr P Sanders
Cllr H Smith
Cllr D Whitcomb
In Attendance
Deputy Town Clerk
Works Superintendent
Cllr Connelly DCC
One member of the press
261. APOLOGIES
There were no apologies for absence.
262. MINUTES
The Minutes of the Meeting of the Committee held on 4th September 2007, previously circulated and adopted by Council on 11th September 2007 were confirmed as a true record and signed by the Chairman.
263. URGENT BUSINESS BROUGHT FORWARD AT THE DISCRETION OF THE CHAIRMAN
The Chairman brought forward item 10 to accommodate the Auditor in presenting an overview of his report, which had been tabled. The Chairman welcomed Mr. Peter Darlington of Grant Thornton. Mr. Darlington apologised for the absence of his colleague, Mr. Richard Tremeer, and thanked the meeting for the tabling of the progress report on the "Audit of Accounts 2006-2007, Communication of audit matters with those charged with governance", which he wished members to be able take away and study. To discharge the Council's responsibility this needed to be done by 30 September. This could be viewed as a working document and although deadlines were set, there were some minor adjustments and amendments awaited from the Council's accountants and internal auditors before the finalisation. However, he considered that audit had progressed well and he complimented the work done by staff and members. After taking questions from members, the Chairman congratulated the Auditor on his overview and thanked him for his attendance. Mr. Darlington then left the meeting.
It was agreed that another meeting should be arranged when all the facts had been received.
264. MATTERS ARISING
There were no such matters.
265. MEETING OF THE PROPERTIES COMMITTEE HELD EARLIER THAT EVENING
The Chairman of Properties reported that no recommendations with a financial impact had been made, but it had been noted that the cost of a geo-physical survey and any remedial works necessary to the wall at Butcher Park would have to be considered as health and safety issues. Cllr Sanders referred to the recommendation adopted from the Best Value Review in relation to the Town Hall letting charges and his concern that this had not been fully complied with.
266. MINUTES OF THE JOINT STAFFING FORUM AND STAFFING SUB-COMMITTEE
Members noted the minutes of the meeting held on 10th September 2007. Cllr. Mrs. Govier wished to clarify that the Mayor had not specifically raised concerns about overtime worked in the Pannier Market.
267. MINUTES OF THE FORWARD PLANNING, POLICY AND PROGRAMME SUB-COMMITTEE
Members received the minutes of the meeting held on 18th September 2007 and agreed that Item 21 at Annex A be amended to £1,500 for the Christmas lights.
268. GENERAL FINANCE
a. Accounts Members considered the monthly accounts for submission to the next Council Meeting, a copy of which is at Annex A. Questions from the meeting were answered and Cllr. Pike suggested that 'they are asked' should be replaced by 'it is preferred that' on the General Finance item of the agenda. It was then RECOMMENDED that they be passed for payment.
269. STANDING ORDERS
Following the Council acceptance of required pension discretion policies last month the final amended Standing Order Part 3, Section One was tabled for endorsement. Revised material was shown in italics and agreed.
270. GREEN AUDIT
Members received the Working Party report into the WestDen Green Audit report on the Council. Cllr. Whitcomb said that as such a small council it was difficult to see how much more could be done. Cllr. Sanders referred to point 5 of the report and agreed that before any future such audit the professional competency of an adviser/consultant should be established in relation to the tasks in question. Cllr. Mrs. Govier thanked the Working Party for their report.
271. URGENT BUSINESS BROUGHT FORWARD AT THE DISCRETION OF THE CHAIRMAN.
The Chairman wished to re-instate this item at this point in the meeting as she wished to tender her resignation as Chairman of the F & GP Committee. The Committee accepted her resignation and agreed to elect a new Chairman at the next meeting.
Rising 8.55 p.m.